Managing registrant payments effectively ensures your financial reporting remains accurate and transparent. By centralizing all transaction types—from credit cards to wire transfers—within the registrant profile, you can streamline your accounting workflows and quickly resolve billing inquiries for your attendees.
How do I access a registrant profile?
To manage financial details, you first need to locate the specific individual in your database.
Click the Registration menu in the main navigation and go to Reports.
Click on All Registrants to view your full list of attendees.
Find the specific person and click on their name to open their profile.
How do I view payment details?
The Financials tab provides a comprehensive summary of all charges and payments associated with an attendee.
Open the registrant’s profile.
Click the Financials tab at the top of the profile view.
Click the Edit icon (pencil symbol) next to any existing payment type.
View the expanded payment details in the section to the right of the financial summary.
How do I add a cash payment?
You can manually record cash transactions to ensure they are reflected in your total revenue reports.
Click the Add transaction button.
Select Add cash payment from the dropdown menu.
Select the correct Account if your organization uses multiple accounts.
Check the This is a credit box if applicable, enter the Amount, and add any relevant Notes.
Click Add to save the transaction to the profile.
How do I add a check payment?
Recording check payments allows you to track paper trails and physical deposits within the digital platform.
Click Add transaction, then select Add check payment.
Choose the Account and check This is a credit if necessary.
Set the Status to either Open or Confirmed.
Fill in the Amount, Check date, Check number, and Name on check.
Click Save to update the record.
How do I add a credit card payment?
Use this option to manually process a card or record an offline credit card transaction.
Click Add transaction, then select Add credit card payment.
Select the Type (Sale, Authorization, Credit, or Void) and enter the Amount.
Input the Card number, Expiration month/year, and Name on card.
Complete the Billing address, including City, State, and Postal code.
Click Save to process or record the payment.
How do I add a wire payment?
Wire transfers and Purchase Orders (PO) often require specific reference numbers for corporate accounting.
Click Add transaction and select either Add wire payment or Add PO payment.
Set the Status to Open (pending) or Confirmed (received).
Enter the Reference number (for wires) or PO number (for purchase orders).
Provide the required contact and billing information in the designated fields.
Click Save to finalize the entry.
How do I delete a payment?
If a payment was entered in error, you can remove it or nullify it depending on the payment method used.
Click the Delete icon next to any cash, check, wire, or PO payment to remove it entirely.
For processed transactions that cannot be deleted, you must issue a refund instead.
Note that credit card payments cannot be deleted; you must use the Void option or issue a refund to balance the ledger.
Keeping payment data up to date within registrant profiles is critical for maintaining the integrity of your event's financial health. By centralizing these records, you ensure that every transaction, whether processed online or received as physical cash, is accounted for in your final reports.
Effective payment management reduces the risk of manual accounting errors and provides your team with a clear audit trail. This transparency not only simplifies your post-event reconciliation but also allows you to provide immediate, accurate support to attendees regarding their balance and payment history.